The Records Clerk is responsible for maintaining and organizing legal files and documents; maintains file integrity and operations by adhering to filing system procedures; retrieves information for users; maintains indexes; and performs clerical duties as needed. This position is fully onsite.
A career at Nixon Peabody is the opportunity to do work that matters. It’s the chance to use your knowledge to shape what’s ahead. To share, to innovate, to learn at a firm that taps the power of collective thinking.
We’ve created a dynamic, energizing environment that promotes success for our clients and each other. We offer fast growth, connectedness and training in business as well as law. And our rigorous standards assure you are part of a diverse team of top talent at every turn.
If you’re someone who’s looking toward the future, we’d love to hear from you.
Location: Chicago, IL
- Perform clerical tasks related to updating and maintaining client files in accordance with established records management policies and procedures.
- Perform tasks to maintain active records, including: create, edit, and maintain indexes of active material utilizing the Records Management database (LegalKey) and other indexes; create new folders as needed or requested; research location of files; monitor shelf space needs; and execute projects to maintain adequate shelf space.
- Perform tasks to maintain inactive records, including: create, edit, and maintain indexes of inactive material utilizing the Records Management database (LegalKey) and other indexes; process new inventory for offsite storage; research location of files; return previously retrieved materials; process requests for retrieval of material from offsite storage; and schedule pickups and deliveries.
- Retrieve, deliver, and re-shelve files and boxes as needed or upon request.
- Find and correct labeling, filing, shelving, indexing, and other clerical errors in existing files; make appropriate changes on physical files and update the Records Management database (LegalKey).
- Assist secretaries and other department personnel in locating misplaced documents and folders.
- Attend and participate in departmental meetings and training opportunities as they are scheduled and/or offered.
- Interface with department management, secretaries, records personnel, lawyers, and support staff to exchange information.
- Provided assistance to Office Services team:
- Sort and distribute incoming mail to office personnel; use the postage meter to prepare outgoing regular, certified, and registered mail to meet U.S. Postal deadlines; travel to U.S. Post Office as necessary; distribute and pick up interoffice mail according to a preset schedule; prepare interoffice pouches and track delivery when required.
- Prepare copy, print and scan jobs in accordance with instructions provided.
- Perform other duties as assigned.
To perform this job successfully, you must be able to perform each essential job responsibility listed above, satisfactorily, with or without reasonable accommodation. Nixon Peabody retains the right to change or assign other duties to this position. The requirements listed below are representative of the skills and abilities required.
- 2-4 years of experience in a records management environment preferred.
- High School Diploma or equivalent required.
- Working knowledge of Microsoft Office Suite, Outlook, Word, Excel, and PowerPoint.
- Accuracy in grammar, spelling and punctuation.
- Strong typing, computer, organizational, and administrative skills with meticulous attention to detail.
- Excellent communication and interpersonal skills.
- Ability to prioritize workload, deal with urgent client needs, and independently manage multiple tasks.
- Must be a team player and use firm resources effectively and efficiently.
- Must maintain professional contact with clients, attorneys, and staff and observe confidentiality of client and firm matters.
- Dynamic, Self-Starter.
Nixon Peabody LLP is an Equal Opportunity / Affirmative Action Employer: Disability / Female / Gender Identity / Minority / Sexual Orientation / Veteran.
To comply with Federal law, Nixon Peabody participates in E-Verify. All newly-hired employees are verified through this electronic system established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to confirm their identity and employment eligibility. Please refer to the Notice of E-Verify Participation and the Right to Work posters on the Nixon Peabody Careers page for more information.
Job Type: Full-time
Work Location: In person